Hybrid Executive Personal Assistant

at Web Summit

• Job title: Executive Personal Assistant
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Dublin, Ireland

About the role

• Executive Assistant providing personal and executive support to the CEO at Web Summit. Coordinating travel, communication, and scheduling while ensuring efficiency in day-to-day operations.

Responsibilities

• You’ll coordinate and provide solutions to our founder & CEO on their priorities, communication and travel needs.
• You will travel with the CEO and manage on-ground logistics while travelling, including meeting and greeting, taking meeting notes and completing follow-up actions.
• You’ll arrange complex and detailed travel arrangements, both international and domestic, preparing detailed travel itineraries for trips, arranging visas, and compiling information for travel and related meetings.
• You’ll support the management of the diary of our CEO, coordinating their busy schedule and ensuring maximum efficiency and effectiveness of their time.
• You’ll collate research and assistance for presentations, meetings and engagements, travelling ahead of schedule to ensure location arrangements are in place.
• You will support other C-level executives within the company as needed.
• You’ll assist with facilities management as needed.
• You’ll support communication and inboxes, highlighting urgent matters that need to be addressed, researching, prioritising, and following up on incoming issues.
• You’ll support the management of private/personal schedule and errands with complete confidentiality.
• You’ll assist with ad-hoc projects and requests as and when they arise.

Requirements

• You’ll have at least 2 years of experience as an executive assistant.
• You’re a problem solver with a positive attitude and a friendly, open, approachable personality.
• You’ve strong organisational skills, an ability to multitask and a high attention to detail.
• You’ve experience working under pressure and with tight deadlines.
• Ability to anticipate next steps/follow-through, conveying a sense of urgency when appropriate
• You’re open and available for last-minute international travel
• You know how to assess the needs of a C-level leader by understanding their criteria for prioritisation, knowing their valued stakeholders, mirroring their style of engagement and reacting to their changing requirements.
• You recognise that a CEO's most valued commodity is their time, and your goal is to support them using their time as efficiently as possible.
• You know the key players in the global tech industry through a personal interest in the sector.
• You’ve previously worked in a fast-paced, dynamic environment and enjoyed the experience of a rapidly growing organisation.
• When confronted with challenges, you can work on your own initiative with a problem-solving approach.
• You have excellent communication skills, both written and verbal, including the ability to present key information to groups.
• You can intercept and interpret key communications, prioritising those of the greatest importance.
• You’re an effective information facilitator, responding to key stakeholders' questions.
• You’re comfortable with self-direction, trustworthy, and have tact, diplomacy and a clear, courteous and professional manner when dealing with key contact points.

Benefits

• Hybrid-working model open to all employees.
• Fully subsidised healthcare, dental, employee assistance programme (EAP) and more.
• Pension contribution up to 6%(Irish based only)
• A dedicated in-house L&D department, with access to workshops, online learning and resources to help you excel in your career development.
• Company laptop, generous annual leave and flexible working arrangements.
• Our very own Tramway Team, which drives community and morale-boosting events for employees to participate in.
• Annual company get-togethers, charity days, and monthly wellbeing talks.
• Wellness subsidy issued to all employees of €1000 per year